Michigan City Public Library Board of Trustees About the Library Minutes of the Meetings

2004  

July - December 2004

July ~ August 11 Special ~ August ~ September 1 Special
September 15 Special ~ September ~ October ~ November ~ December

December 15, 2004 [To The Top]

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees= meeting was called to order by Mrs. Kostielney, President, on Wednesday, December 15, 2004, at 2:00 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

II. PUBLIC COMMENTS: Ms. Richardson introduced Susan Peterson to the Board as a new half time employee in the Youth Services Department. Mrs. Peterson is a retired teacher from the New Buffalo Area School System. The Board welcomed her then they left the meeting.

III. MINUTES: Motion was made by Mr. Reyher and seconded by Mr. Ramion to approve the Minutes of the regular Board meeting of November 17, 2004, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended November 30, 2004, shows an Operating Fund balance of $473,051.04, and a total funds balance of $2,307,653.50. The Library received in November $9,002.14 and the expenditures were $147,162.66. The Cash Flow Statement was included in the packet for review.

B. Approval of Bills: Motion was made by Mr. Ramion and seconded by Mrs. Thomas to approve the List of Warrants of December 15, 2004, as presented. All yea. No nay. Motion carried.

C. Transfer to LIRF: Board authorization is needed to transfer funds to LIRF. Motion was made by Mr. Ramion and seconded by Mr. Reyher to approve the transfer of the appropriated sum of Three hundred-twenty thousand dollars and no cents ($320,000.00) from the Library Operating Fund to the Library Improvement Reserve Fund. All yea. No nay. Motion carried.

Page 2 (Continued from IV. Financial Reports)

D. Payment of 2004 Loan: Motion was made by Mr. Ramion and seconded by Dr. Rottman to approve the payment of interest and principal on our short-term loan (2004 Mid-Year Program). The total of $251,920.09 is due December 31, 2004. All yea. No nay. Motion carried.

Motion was made by Mr. Ramion and seconded by Dr. Rottman to approve the payment of interest and principal on our short-term loan (2004 Tax Anticipated Warrants). The amount of $574,177.49 is due on December 31, 2004. All yea. No nay. Motion carried.

E. Encumbrances: It is necessary to encumber appropriations from the Library Improvement Reserve fund for an item which has a purchase order having not yet been delivered and services which have yet to be met to further the projects of the Library during 2004. Motion was made by Mr. Ramion and seconded by Dr. Rottman to encumber appropriations in the amount of $66,080.00 from the 2004 budget for the Library Improvement Reserve fund and ordered set apart out of that fund for the public washroom project. All yea. No nay. Motion carried.

Motion was made by Mr. Reyher and seconded by Mr. Ramion to approve the 2004 Operating Encumbrances as presented in the amount of $40,079.51. All yea. No nay. Motion carried.

F. Line Transfers: Motion was made by Mr. Ramion and seconded by Mrs. Thomas to approve the line transfer for the year ended 2004 as presented. All yea. No nay. Motion carried.

G. Budget Reduction Resolution: Motion was made by Mr. Ramion and seconded by Mrs. Thomas to approve the reduction of the 2004 budget, if necessary, in the amount not to exceed $15,000 in order to fund the 2005 budget. All yea. No nay. Motion carried.

H. Indiana Bond Bank: Motion was made by Mr. Ramion and seconded by Dr. Rottman to approve the Resolution to apply for Indiana Bond Bank=s 2005 Advance Funding Program as presented. The interest rate has not yet been set but it is anticipated to be approximately 1.5%. A vote was called. All yea. No nay. Motion carried.

I. Other: The roof membrane project is substantially completed and all paperwork for said project will be completed by December 31, 2004. Motion was made by Mr. Ramion and seconded by Dr. Rottman to authorize the treasurer to make the final payment to E.C. Babilla, Inc. in the amount of $7,369.40 upon receipt of all paperwork and as approved by library administration. All yea. No nay. Motion carried.

V. CORRESPONDENCE: Michigan City Kiwanis Club donated $108.00 to cover the cost of the large print New York Times and the large print Readers Digest. This is an annual donation from the Club. The correspondence will be filed in the office.

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VI. OLD BUSINESS: No report.

VII. DIRECTOR=S REPORT: Submitted in the packet and will be filed with the Minutes of this meeting.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Mr. Ed Sowa of Fanning/Howey had photographs of the roof project for the Board and reported on the work that was done and how much improvement we should realize. There is a manufacturer=s warranty until 20l9. Mr. Glossinger is very pleased with the outcome of the project and thanked Mr. Sowa for their help and report.

B. Personnel Committee Update: No report.

C. Friends of the Michigan City Public Library Update: No report.

D. Policy and Procedures Committee Update: No report.

E. Finance/Budget Committee Update: No report.

F. Technology Committee Update: No report.

G. Nominating Committee Update: Mr. Reyher reported that the Committee met and recommends the following roster of officers:

Janet Kostielney, President

Joseph Ramion, Vice president

Kenneth Rottman, Secretary

Hazel Thomas, Assistant Secretary

Motion was made by Mr. Ramion and seconded by Dr. Rottman to approve the roster of officers as presented. All yea. No nay. Motion carried.

IX. NEW BUSINESS:

A. Endowment Fund Budget: The proposed Endowment Earnings budget for 2005 totals $17,000. Motion was made by Mr. Reyher and seconded by Dr. Rottman to approve the Endowment Earnings Fund budget as presented. All yea. No nay. Motion carried.

B. Platt/Coffin Fund Budget: Motion was made by Mr. Ramion and seconded by Mrs. Thomas to approve the Platt/Coffin budget for 2005 as presented. All yea. No nay. Motion carried.

Page 4 (Continued from IX. New Business)

C. Programming Fund Budget: This was approved under Programming in the Endowment Earnings budget.

X. PUBLIC COMMENTS: None.

XI. BOARD COMMENTS: None.

XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on Wednesday, January 26, 2005, at 2:00 P.M. in the Library=s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Dr. Rottman and seconded by Mr. Reyher to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:45 P.M.

November 17, 2004    [To The Top]

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees= meeting was called to order by Mrs. Jan Kostielney, President, on Wednesday, November 17, 2004, at 2:00 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

II. PUBLIC COMMENTS: None.

III. MINUTES: Motion was made by Mr. Ramion and seconded by Mr. Rottman to approve the Minutes of the regular Board meeting of October 27, 2004, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended October 31, 2004, shows an Operating Fund balance of $611,211.56, and a total funds balance of $2,582,352.31. The Library received in October $14,502.45 from various sources and the expenditures were $236,205.04. The Cash Flow Statement was in the packet for review.

B. Approval of Bills: Mr. Glossinger reported to the Board that there is a significant difference between the original List of Warrants and the List presented today and the reason is payment for the roof project in the amount of $140,018.60. The amount of $12,000 is held back until the December meeting when the punch list will be complete. Motion was made by Mr. Ramion and seconded by Mr. Rottman to approve the List of Warrants of November 17, 2004, as presented today. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: Mr. Rottamn reported that $865.00 was donated to the Writing Out Loud Program in 2004 compared to $914.00 being donated in 2003. Mr. Burton Ruby of Trans-Apparel Group donated $200 to the Library=s Endowment Fund. Trans-Apparel Group donate annually. The correspondence will be filed in the office.

Page 2

VI. OLD BUSINESS: No report.

VII. DIRECTOR=S REPORT: Mr. Glossinger reported that 293 teens attended the various programs offered to them during October. It is good that we can get the youth of our community to come to the library. Also reported was the closing of the library on Friday, November 12, at 3:30 P.M. because of a car fire in the parking lot.

The full report will be filed with the Minutes of this meeting.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Personnel Committee Update: Ms. Bohlim reported that the committee met just prior to this meeting. Ms. Bohlim made a motion to approve a 2005 across the board staff salary increase of 3% effective January 1, 2005. Seconded by Mr. Ramion. All yea. No nay. Motion carried.

C. Friends of the Michigan City Public Library Update: No report.

D. Policy and Procedures Committee Update: No report.

E. Finance/Budget Committee Update: No report.

F. Technology Committee Update: No report.

G. Nominating Committee: Mrs. Kostielney said that it would be appropriate if she talked first to the two board members that were unable to be in attendance today. She said that within a week a Nominating Committee will be established.

IX. NEW BUSINESS:

A. Approval of Technology Plan Revision: Mr. Smith reported that the library=s existing Technology Plan expires on December 31, 2004, and is time to revise it. The Technology Plan is required by the state library and covers a three year period and will be sent to them for acceptance once the board has approved it. The requirements for the content and format are specifically outlined by the state. The primary changes in this year=s revised plan include: researching wireless patron access or dedicated Internet drops, inclusion of MP-3 recorded books, new and improved patron computer classes, additional OPAC stations throughout the library, replacement of our telephone system, purchase of SIRSI=s Director=s Station software, expanded local history digitization and preservation, and enhanced publicity and marketing output. Mr. Smith thanked Celine Maciejewski, Dan Schaaf and Lori Richardson for their contributions to this revised plan.

Motion was made by Mr. Ramion and seconded by Mr. Rottman to adopt the 2005-2007 Technology Plan as presented. All yea. No nay. Motion carried.

Page 3 (Continued from IX. New Business)

B. Appointment of Ad Hoc Art Collection Committee: Mrs. Kostielney appointed the following to be members of the Ad Hoc Art Collection Committee: John Vail, whose father, W.W. Vail began this collection with a donation; Arnold Besse, owner of Prince Galleries; Rob Reyher; Joe Ramion, who are both library board members; George Averitt, former News-Dispatch publisher and former library board member; Andrew Smith, Assistant Library Director; Charles De Young, Director Emeritus; Connie Kassel, artist; and Don Glossinger, Library Director. Motion was made by Mrs. Thomas and seconded by Mr. Ramion to establish this Ad Hoc Art Collection Committee. Mr. Ramion suggested a statement be made by Mr. Glossinger as to the reason this committee is formed before it=s voted on.

Mr. Glossinger said this collection began in the 1940's or before when W.W. Vail started collecting these art pieces. Mr. Glossinger sited three problems with having this collection of approximately 60 pieces: 1) This building is not an art museum; 2) Not enough wall space; and 3) The need to maintain is costly. Some of the artists represented in the collection are local and some pieces were purchased from the Art Institute of Chicago. Mr. Glossinger said he is looking for answers from this committee such as keeping it all, divesting ourselves of some of it or other recommendations. This is a wonderful collection and was well maintained by Mr. De Young with the Friends paying for this maintenance. Mrs. Thomas asked what the time table would be. Mr. Glossinger said he would like the committee to begin in January and hopes recommendations could be made by June.

A vote was called. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: None.

XI. BOARD COMMENTS: The Board is glad to see Mrs. Kostielney back.

XII. QUORUM DETERMINATION: Mr. Rottman is unable to attend the next regular Board meeting on Wednesday, December 15, 2004, at 2:00 P.M. in the Library=s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Mr. Ramion and seconded by Mr. Rottman to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:32 P.M.

October 27, 2004    [To The Top]

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees= meeting was called to order by Mr. Joseph Ramion, Vice President, on Wednesday, October 27, 2004, at 2:03 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

II. PUBLIC COMMENTS: No comments.

III. MINUTES: Motion was made by Mr. Reyher and seconded by Mrs. Thomas to approve the Minutes of the regular Board meeting of September 22, 2004, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ended September 30, 2004, shows an Operating Fund balance of $832,914.15, and a total funds balance of $2,813,675.09. The Library received in September $1,157,800.22 from our June draw of property taxes and some excise taxes. The Operating Fund expenditures in September were $190,840.85 which included partial payment of the Indiana Bond Bank mid-year loan. The cash flow statement was submitted in the packet.

B. Approval of Bills: Motion was made by Mr. Reyher and seconded by Mr. Armstrong to approve the List of Warrants of October 27, 2004, as presented. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: A total of $780 was donated so far to our Writing Out Loud 2004 program. The correspondence will be filed in the office.

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VII. DIRECTOR=S REPORT: Mr. Glossinger reported that Lynne Blitstein was appointed to the new Librarian IV position in Youth Services. There were two Clerk II positions open after Mrs. Blitstein was promoted, her=s and another which had been vacated when another clerk moved away. One of the Clerk II positions will be eliminated and the other Clerk II position has now been filled by Marian Santos. We now have a Clerk III position to fill in Youth Services.

The Literacy Dept. is now moved to their new location and Youth Services is taking over all that area.

Mr. Ron Hageman, Head of Reference, will retire from the Library on December 31, 2004. Mrs. Jennifer McFerron will be the new Head of Reference. She is well qualified and has supervisory experience. Mrs. McFerron was congratulated by the Board.

The VITA program was successful for so many years but the IRS wants all the returns done on computer. Mrs. Kohn and Mr. Glossinger met with representatives from Ivy Tech and the IRS to try to come up with a plan to re-vitalize the VITA program. Mr. Glossinger will report on this when a plan can be established.

Mr. Glossinger reported that the roof project should be completed by November 15.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: No report.

B. Personnel Committee Update: No report.

C. Friends of the Michigan City Public Library Update: No report.

D. Policy and Procedures Committee Update: No report.

E. Finance/Budget Committee Update: No report.

F. Technology Committee Update: No report.

IX. NEW BUSINESS:

A. Literacy Intern Fund: Mr. Glossinger explained that at the most recent meeting of the Literacy Advisory Board meeting, it was resolved to suggest to the Board of Trustees of Michigan City Public Library that a special fund be created for the administration of a stipend to be paid to college students who tutor in the literacy program for a whole semester.

This program is to operate like a scholarship program. It has been suggested that $500 be paid to a college student who will tutor for the semester and complete all requirements set forth by the Literacy Coordinator. We hope to get 10-15 volunteers from the college market. The money from this fund will come from a variety of sources in the community. I have spoken to a number of community leaders who have shown interest in and support for it.

Page 3 (Continued from IX. A. Literacy Intern Fund)

It was also suggested by Marilyn Sirugo to name the program Charles De Young Literacy Internship Program, because Mr. De Young was instrumental in starting the Literacy Program in 1989.

Mr. Ramion read the Resolution To Establish A Dedicated Gift Fund: Whereas, the Board of Trustees of Michigan City Public Library finds that a dedicated gift fund needs to be established to receive donations for the Charles De Young Literacy Internship Program; and

Whereas, the gift fund name has been designated as ACharles De Young Literacy Internship@; therefore,

Be it Resolved, that the Board of Trustees of the Michigan City Public Library do hereby establish the Charles De Young Literacy Internship Fund for the purpose of receiving donations and paying the necessary bills associated with the Literacy Internship Program at Michigan City Public Library.

Motion was made by Mr. Reyher and seconded by Mr. Armstrong to approve of this Resolution To Establish a Dedicated Gift Fund designated as ACharles De Young Literacy Internship@. All yea. No nay. Motion carried.

B. Library Holiday Closings: Motion was made by Mrs. Thomas and seconded by Mr. Rottman to approve of the 2005 Library Holiday closings and Summer Sunday Closings as presented. All yea. No nay. Motion carried.

C. Board Meeting Dates: Motion was made by Mr. Rottman and seconded by Mr. Reyher to approve of the Board Meeting dates for 2005 as presented. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: Mr. Armstrong will be unable to attend the next regular Board meeting on Wednesday, November 17, 2004, in the Library=s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Mr. Rottman and seconded by Mr. Armstrong to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:20 P.M.

September 22, 2004    [To The Top]

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees= meeting was called to order by Mr. Joseph Ramion, Vice President, on Wednesday, September 22, 2004, at 2:00 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

 II. PUBLIC COMMENTS: No comments.

A. Minutes of the Regular Board Meeting of August 25, 2004: Motion was made by Mr. Reyher and seconded by Mr. Armstrong to approve the Minutes of the regular Board meeting of August 25, 2004, as presented. All yea. No nay. Motion carried.

B. Minutes of the Special Board Meeting September 1, 2004: Motion was made by Mr. Reyher and seconded by Ms. Bohlim to approve the Minutes of the special Board meeting of September 1, 2004, as presented. All yea. No nay. Motion carried.

C. Minutes of the Special Board Meeting of September 15, 2004: Motion was made by Mr. Reyher and seconded by Ms. Bohlim to approve the Minutes of the special Board meeting of September 15, 2004, as presented. All yea. No nay. Motion carried.

A. Financial Reports: The Statement of Receipts and Disbursements for the month ending August 31, 2004, shows an Operating Fund balance of $312,051.78, and a total funds balance of $2,293,353.64. The Library received in August $6,945.77. The Operating Fund expenditures in August were $169,679.13. The cash flow statement was submitted in the packet.

Page 2 (Continued from IV. Financial Reports)

B. Approval of Bills: Motion was made by Mr. Reyher and seconded by Mr. Armstrong to approve the List of Warrants of September 22, 2004, as presented. All yea. No nay. Motion carried.

C. Indiana Bond Bank Approval: Board approval is needed in order to follow through with the borrowing of funds from the Indiana Bond Bank for the year 2005. The interest rate has not been stated yet but 2004's rate is 1.29%. The amount to be borrowed is estimated to be between $600,000 and $650,000. Motion was made by Mr. Armstrong and seconded by Mr. Reyher to approve the Indiana Bond Bank Resolution. All yea. No nay. Motion carried.

D. Other: The money from the property taxes will be distributed by the end of September.

V. CORRESPONDENCE: A total so far of $545 was donated to our Writing Out Loud Program from many different patrons and businesses. The correspondence will be filed in the office.

VI. OLD BUSINESS: None.

VII. DIRECTOR=S REPORT: Mr. Glossinger reported the 20 new lounge chairs and occasional tables have been received and distributed around the courtyard lobby areas. The Circulation desk has been ordered and should be delivered and installed by the end of October.

Mr. Glossinger also reported that a survey of the reference staff revealed we had visitors from at least fifteen different states.

The statistics show that the library=s main traffic is up 5% and total circulation is up 2%.

VIII. COMMITTEE REPORTS:

A. Building and Grounds Committee Update: Mr. Ramion reported that the Committee met to review the bids that were received for the public toilet room renovations. These bids included alternates to provide for stainless steel partitions in lieu of solid plastic and replacing the floor tile and concrete with new flooring that will slope to a drain. Motion was made by Mr. Ramion and seconded by Mr. Rottman to approve of Berglund Construction for a total of $66,080.00. All yea. No nay. Motion carried.

B. Personnel Committee Update: Ms. Bohlim reported that the Committee met on September 15, 2004, to review several changes that were recommended by Mr. Glossinger. It is recommended to transfer Graphics Specialist IV to Youth Services in order to enable the library to help Youth Services continue giving efficient service to patrons in light of the expansion of the department. Motion was made by Ms. Bohlim and seconded by Mr. Rottman to transfer the Graphics Specialist IV to the Youth Services Department, effective October 1, 2004. All yea. No nay. Motion carried.

Page 3 (Continued from VIII. B. Personnel Committee Update)

Mr. Glossinger recommended that a new Librarian IV position be created in the Youth Services Department. This new position will specialize in Young Adult programming and services. Mr. Glossinger stated that the hiring of a Young Adult Librarian is included in the Library=s 5-year plan. Motion was made by Ms. Bohlim and seconded by Mr. Rottman to approve of the addition of a new Librarian IV position for the Youth Services Department to focus on Young Adult services, effective October 1, 2004. All yea. No nay. Motion carried.

Motion was made by Ms. Bohlim and seconded by Mr. Rottman to approve of expanding the part-time Mail Clerk (Clerk II) position in Technical Services to a full-time position to cover the clerical duties previously handled by the Graphics Specialist. This expanded position to be effective October 1, 2004. All yea. No nay. Motion carried.

Motion was made by Ms Bohlim and seconded by Mr. Rottman to reclassify the positions of Clerk I Youth Services and Clerk I Shelving Supervisor to Specialist IV, effective October 1, 2004. All yea. No nay. Motion carried.

C. Friends of the Michigan City Public Library Update: No report.

D. Policy and Procedures Committee Update: No report.

E. Finance/Budget Committee Update: No report.

F. Technology Committee Update: No report.

A. Circulation Counter Purchase: Mr. Glossinger explained to the Board the payment situation with Exhibiteam, Inc., the company who will be custom making the circulation counter. Motion was made by Mr. Armstrong and seconded by Mr. Rottman to approve of the following resolution: AWhereas the circulation desk is to be custom-manufactured, and the research of vendors for said desk has resulted in Exhibiteam, Inc. to be the single vendor willing and able to do the work for the library, and Whereas the work will be completed in a timely manner between regularly scheduled board meetings, The Board of Trustees of the Michigan City Public Library hereby resolve to authorize the Treasurer to make payment to Exhibiteam, Inc., in the amount of $26,972, upon satisfactory installation of the circulation desk as approved by library administration.@ A vote was called. All yea. No nay. Motion carried.

B. Corrections to Staff Manual: Motion was made by Mr. Reyher and seconded by Mr. Rottman to accept the staff manual corrections as presented. All yea. No nay. Motion carried.

Page 4

X. PUBLIC COMMENTS: No comments.

XI. BOARD COMMENTS: No comments.

XII. QUORUM DETERMINATION: All present today will be able to attend the next Board meeting on October 27, 2004, at 2:00 P.M. in the Library=s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Ms. Bohlim and seconded by Mr. Rottman to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:24 P.M.

September 15, 2004    [To The Top]

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees= Special Meeting was called to order by Mr. Joseph Ramion, Vice President, on Wednesday, September 15, 2004, at 2:15 P.M. This special meeting was held in accordance with the Indiana Open Door Law.

II. PUBLIC COMMENTS: None.

III. APPROVAL NEEDED TO ADOPT 2005 BUDGET: The budget was advertised and the public hearing held according to law. The proposed 2005 budget is $2,823,374 and the proposed tax rate is .1528. The Library=s Improvement Reserve Fund (LIRF) budget is projected to be $425,000. Motion was made by Mr. Rottman and seconded by Mr. Armstrong to adopt the Resolution of Appropriations as presented. All yea. No nay. Motion carried.

IV. ADJOURNMENT: Motion was made by Ms. Bohlim and seconded by Mr. Rottman to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:17 P.M.

September 1, 2004    [To The Top]

MINUTES OF THE SPECIAL BOARD MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees= Special Board Meeting was called to order by Mr. Joseph Ramion, Vice President, on Wednesday, September 1, 2004, at 2:04 P.M. This special meeting was held in accordance with the Indiana Open Door Law.

II. PUBLIC COMMENTS: This public hearing was held to hear opinions and answer any questions from the public regarding the Library=s 2005 budget. The budget was advertised, per state regulations, twice in two newspapers. The Library=s 2005 Operating budget is projected to be $2,823,374. The Library=s Improvement Reserve Fund budget is projected to be $425,000. The tax rate is .1528. There were no questions or discussion.

III. ADJOURNMENT: Motion was made by Mr. Armstrong and seconded by Ms. Bohlim to adjourn this meeting. All yea. No nay. This meeting adjourned at 2:06 P.M.

August 25, 2004    [To The Top]

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees= meeting was called to order by Mrs. Jan Kostielney, President, on Wednesday, August 25, 2004, at 2:00 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

II. PUBLIC COMMENTS: None.

III. MINUTES:

A. Minutes of the Regular Board Meeting July 28, 2004: Motion was made by Mr. Reyher and seconded by Mr. Ramion to approve the Minutes of the regular Board meeting of July 28, 2004, as presented. All yea. No nay. Motion carried.

B. Minutes of the Special Board Meeting August 11, 2004: Motion was made by Mr. Reyher and seconded by Mr. Rottman to approve the Minutes of the special Board meeting of August 11, 2004, as presented. All yea. No nay. Motion carried.

A. Financial Reports: The Statement of Receipts and Disbursements for the month ending July 31, 2004, shows an Operating Fund balance of $474,785.14, and a total funds balance of $2,449,293.22. The Operating Fund expenditures in July were $211,571.45. The Library received in July $14,468.49 which included the Blue Chip revenue. The cash flow statement was submitted in the packet.

B. Approval of Bills: Motion was made by Mr. Ramion and seconded by Mr. Reyher to approve the List of Warrants of August 25, 2004, as presented. All yea. No nay. Motion carried.

C. Advance Tax Draw: Motion was made by Mr. Ramion and seconded by Mr. Rottman to approve the Resolution that the Treasurer of LaPorte County be informed of the Library=s need for advance draws of Property Tax funds. All yea. No nay. Motion carried.

D. Other: No report.

Page 2

V. CORRESPONDENCE: Mr. Rottman reported that Wal-Mart donated $1,000 to the Literacy Program. Mr. & Mrs. Knigga donated $25 to the Endowment Fund. Author Jacqueline Widmar Steward donated the proceeds from the sale of her book to the Library. A total of $160 was placed in the Endowment Fund. An anonymous donor through Edward Jones Investment donated 300 shares of General Electric common stock which will be liquidated and placed in our Endowment Fund.

VI. OLD BUSINESS: No report.

VII. DIRECTOR=S REPORT: Total circulation was up 1%. We are striving for 500,000 total circulation and we could hit 490,000 this year.

The Summer Reading Program ended with Lifetime Achievement Grammy Award winner, Ella Jenkins, performing with 275 in attendance. There were 959 people that read 30,000 hours during the Summer Reading Program (714 children read for 17,971 hours and 245 adults read for 12,029 hours). This is an increase of 83 people and 13,093 hours.

Mr. Glossinger reported on the many other programs and activities in his submitted report which will be filed with the Minutes of this meeting.

A. Building and Grounds Committee Update: Mr. Ramion reported that the committee met on August 11 with Fanning/Howey Associates, Inc. to discuss the public washrooms project. The time frame on this project is January, 2005, and scheduled to be completed in February, 2005. The plan is to have all materials on hand before the project starts in order to have as little interruption as possible to the public. Mr. Bernethy discussed the architectural drawings with the Board and answered their questions. Mr. Rottman inquired if we should stay with the stainless steel partitions even though they are more expensive rather than going with plastic. Mr. Ramion reported that Mr. Nimmo agreed with the plastic as they are easier to maintain and will be easier to get graffiti removed. Motion was made by Mr. Ramion and seconded by Mr. Reyher to approve of Fanning/Howey Associates, Inc. as Project Manager. All yea. No nay. Motion carried.

B. Personnel Committee Update: No report.

C. Friends of the Michigan City Public Library Update: No report.

D. Policy and Procedures Committee Update: No report.

E. Finance/Budget Committee Update: No report.

F. Technology Committee Update: No report.

Page 3

A. The Library=s Legal Counsel=s contract to be renewed: Motion was made by Mr. Ramion and seconded by Reyher to accept the Contract for Legal Counsel as presented. Mrs. Kostielney reported that the only change was the hourly rate from $130 to $150. A vote was called. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: None.

XI. BOARD COMMENTS: Mrs. Kostielney reminded the Board that the library is part of a city-wide program to promote reading. Mayor Chuck Oberlie will announce the One Book, One Community book choices at the library on Wednesday, September 8, at 5:30 P.M.

Mrs. Kostielney reported that 250 Acooling@ scarves were sent to our troops overseas. The group will meet again to sew more of these scarves that help the soldiers.

XII. QUORUM DETERMINATION: Mrs. Kostielney will be unable to attend the next Board meeting on September 22, 2004, at 2:00 P.M. in the Library=s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Mr. Ramion and seconded by Mr. Rottman to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:22 P.M.

August 11, 2004    [To The Top]

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees= Special Board Meeting was called to order by Mr. Joseph Ramion, Vice President, on Wednesday, August 11, 2004, at 2:00 P.M. This special meeting was held in accordance with the Indiana Open Door Law.

II. PUBLIC COMMENTS: None

III. APPROVAL NEEDED TO ADVERTISE 2005 BUDGET: The Michigan City Public Library=s 2005 Operating Budget is projected to be $2,823,374. The Library=s Improvement Reserve Fund (LIRF) budget is projected to be $425,000. The proposed property tax levy is $2,253,875.00; 2004 property tax levy was $2,146,548.00. We are within the 5% increase. The tax rate is .1528. Motion was made by Mr. Reyher and seconded by Mr. Armstrong to approve advertising the Michigan City Public Library=s 2005 as presented. All yea. No nay. Motion carried.

IV. APPROVAL NEEDED FOR ROOF PROJECT: Mr. Ramion reported that the Library received four separate bids for its roofing project which is to replace the membrane in the valleys. E.C. Babilla=s bid of $148,388.00 is the lowest with an extended guarantee of $4,000.00 for a total of $152,388.00. Mrs. Thomas asked when the start and finish dates would be. Mr. Sawa explained that the start date is September 1 and the finish date is said to be October 31 but to insure proper drainage and the high quality work to get the project done they extended it to the middle of November. This extended finish date will be added to the contract. The payment schedule is based on work completed plus materials and submitted monthly so the bill can be brought before the Board. Mr. Earnst reviewed and is in agreement with the contract. Motion was made by Mr. Reyher and seconded by Mr. Armstrong to approve of the Base Bid AA@ and the extended guarantee for a total of $152,388.00 with E.C. Babilla. All yea. No nay. Motion carried.

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V. PUBLIC COMMENTS: Mr. Ramion, on behalf of the Board, wished Mrs. Kostielney a speedy recovery.

VI. ADJOURNMENT: Motion was made by Mr. Reyher and seconded by Mr. Ramion to adjourn this meeting. All yea. No nay. This meeting adjourned at 2:13 P.M.

July 28, 2004    [To The Top]

MINUTES OF THE MEETING

I. CALL TO ORDER: The Michigan City Public Library Board of Trustees= meeting was called to order by Mr. Joseph Ramion, Vice President, on Wednesday, July 28, 2004, at 2:00 P.M. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.

II. PUBLIC COMMENTS: None.

III. MINUTES: Motion was made by Mr. Reyher and seconded by Mrs. Thomas to approve the Minutes of the regular Board meeting of June 23, 2004, as presented. All yea. No nay. Motion carried.

IV. FINANCIAL REPORTS:

A. Financial Reports: The Statement of Receipts and Disbursements for the month ending June 30, 2004, shows an Operating Fund balance of $671,888.10, and a total funds balance of $2,663,888.09. The Operating Fund received in June $1,018,484.57, which included the loan from Indiana Bond Bank and partial payment of tax money. The expenditures for June were $204,067.59. The cash flow statement was submitted in the packet.

B. Approval of Bills: Motion was made Mr. Reyher and seconded by Mrs. Thomas to approve the List of Warrants of July 28, 2004, as presented. All yea. No nay. Motion carried.

C. Other: No report.

V. CORRESPONDENCE: No report.

VI. OLD BUSINESS: No report.

VII. DIRECTOR=S REPORT: Mr. Glossinger reported that there were 250 plus in attendance at today=s program with Ella Jenkins. Youth Services conducted 58 programs with an attendance of approximately 2500 children.

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Discussions are underway for new shelving in the lobby areas, namely for new books, compact discs, magazines, DVDs, and audio books. We will also be reviewing draft plans for the new Circulation counter within the next week or two.

Dan Schaaf, the Library=s Technology Specialist, helped us out by writing his own script in the new Unique Management software to automatically correct more than 12,000 item records that had missing price information. Without his genius, Tech staff would have to manually change all of those records individually.

Our Maintenance staff installed a rubber finger guard on our front doors in order to protect the children.

The statistics show the library attendance is up 7% because of our programming and total circulation is up 1%.

A. Building and Grounds Committee Update: No report.

B. Personnel Committee Update: No report.

C. Friends of the Michigan City Public Library Update: There was no meeting.

D. Policy and Procedures Committee Update: No report.

E. Finance/Budget Committee Update: Mr. Armstrong reported that the Committee met on July 14 to discuss the budget and the milage rate. Currently, the Library=s mileage reimbursement rate is 31 cents per mile. Many libraries in our area follow the Federal rate, which is 37.5 cents in 2004. It is recommended by Administration that the mileage rate for Michigan City Public Library be increased to 37.5 cents and to follow the Federal rate each year. Increasing the mileage rate will not have a significant effect on the budget. Motion was made by Mr. Armstrong and seconded by Mr. Rottman to set the mileage reimbursement rate at 37.5 cents per mile, effective August 1, 2004, and to follow the Federal rate in future years. All yea. No nay. Motion carried.

The Committee also reviewed the 2005 budget presented by library administration. The Committee accepted the budget as presented. The budget is included in the Board packet for review. There is a Special Board Meeting to approve advertising of the budget on August 11, 2004. The meeting will be at 2:00 P.M. Mrs. Thomas is not certain she can attend.

Mr. Glossinger added the roof project to the August 11 agenda as we need to get started on this before the weather changes.

F. Technology Committee Update: No report.

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IX. NEW BUSINESS: The temporary Clerk II Position in the Learning Center needs to be renewed. Motion was made by Mr. Rottman and seconded by Mr. Reyher to renew this position. All yea. No nay. Motion carried.

X. PUBLIC COMMENTS: None.

XI. BOARD COMMENTS: None.

XII. QUORUM DETERMINATION: All present today will be able to attend the next regular Board meeting on Wednesday, August 25, 2004, at 2:00 P.M. in the Library=s Meeting Room.

XIII. ADJOURNMENT: Motion was made by Mr. Reyher and seconded by Mrs. Thomas to adjourn this meeting. All yea. No nay. The meeting adjourned at 2:16 P.M.